Administration: Clinical Diary Scheduler

Child and Adolescent Neuropsychology Group - Carlton VIC

Administrative Support (Clinical Diary Scheduler) - Child and Adolescent Neuropsychology Group

Location: Carlton, Victoria

Position Type: Part-time (3 days a week, with potential to increase in the future)

About Us: The Child and Adolescent Neuropsychology Group (CANGROUP) is a leading provider of child and adolescent neuropsychological and mental health services. Our dedicated team of neuropsychologists is committed to supporting the wellbeing of children and families.

We are seeking a professional, detail-oriented, and proactive Administrative Support team member to join us as a Clinical Diary Scheduler , playing a key role in supporting the clinic's day-to-day operations. We're looking for someone motivated to provide a caring, empathic, and skilled approach to all clients, with an interest in working with children and neurodevelopment.

Reporting to: Practice Manager

Key Responsibilities

Patient Scheduling & Coordination

- Manage and coordinate the diaries of multiple neuropsychologists and allied health clinicians
- Schedule neuropsychological assessments, feedback sessions and follow-up appointments
- Manage appointment confirmations, reminders, cancellations and waitlists
- Coordinate assessment logistics, including room bookings and ensuring required documentation is available
- Optimise clinician schedules to balance efficiency with client needs

Client & Family Communication

- Serve as the primary point of contact for families via phone and email, providing compassionate and informative assistance
- Greet and assist patients and families in a friendly, professional manner
- Communicate clinical and administrative information to parents in clear, accessible language
- Liaise with families, schools and referral sources regarding appointments
- Navigate sensitive family situations and client concerns (e.g. costs, outcomes, wait times) with diplomacy and professionalism

Documentation & Records





- Maintain accurate and confidential client records in compliance with clinic policy and privacy requirements
- Assist in preparing intake forms and supporting documentation
- Assist in organising and preparing assessment reports

Billing

- Assist with billing, including verifying insurance/Medicare information and processing payments
- Liaise with the finance team to ensure accurate, timely invoicing
- Respond to billing-related enquiries clearly and professionally

Team & General Office Support

- Facilitate communication between clinicians, consultants and other clinic staff
- Support the organisation of team meetings and events
- Manage office supplies and general reception duties, including filing and maintaining a tidy, well-presented clinic space in line with OH&S; standards
- Support other administrative tasks as required

About You

- Excellent written and verbal communication skills, with the ability to translate clinical information into clear, parent-friendly language
- Strong multitasking and organisational skills in a fast-paced environment
- A friendly, approachable, and empathetic manner, with the ability to uphold confidentiality at all times
- High proficiency in Microsoft 365 (Outlook, Excel, Word, Teams, Forms)
- Sound judgement and composure when managing competing priorities or difficult conversations

Qualifications & Experience

- Minimum 2 years' experience as an administrative assistant in an allied health, medical, or legal setting
- Familiarity with medical or mental health office procedures
- Understanding of Medicare and private billing processes is advantageous
- Full working rights in Australia required

Benefits

- Competitive salary in line with the Health Professional and Support Services Award, commensurate with experience ($70,000-$80,000 including superannuation)
- A friendly, supportive workplace focused on client and team wellbeing
- The opportunity to make a genuine, positive impact on the lives of children and families

CANGROUP is an equal opportunity employer. We encourage candidates from all backgrounds to apply.

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📌 Administration: Clinical Diary Scheduler (Melbourne)
🏢 Child and Adolescent Neuropsychology Group
📍 Melbourne